Vacancy Announcement - Finance and Budget Assistant – G6

Functional Title and Grade: Finance and Budget Assistant – G6

Organizational Unit: Finance and Budget Unit, Division for Operations

Date of issuance: 10 July 2018

Deadline for applications: 09 August 2018 

Duty Station: Geneva

Type of contract: Fixed-term 


Remuneration

In accordance with the UN rules and regulations, depending on professional background and experience, the Executive Director reserves the right to appoint a candidate at a level lower than the advertised level of the post.

Accountabilities

With the delegated authority from the Executive Director and under the supervision of the Chief, Finance and Budget Unit, the incumbent will be responsible for the following duties:

Overall job responsibilities:

  • Ensure and maintain the integrity of the Financial Data for the assigned portfolio of programmes and centralized functions.
  • Efficient service delivery to programme areas for the assigned portfolio of programmes and centralized functions.
  • Provide efficient Programme-Finance / Project-Finance Functional Support areas for the assigned portfolio of programmes and centralized functions.
  • Support to maintenance of UNITAR Corporate accounts and preparation of Corporate Financial Statements.

Specific functions:

1. Financial and Accounting functions:

  • Assures completeness of supporting documents and prepares commitments including initiation of required setups of information such as vendor ID/ implementing agent ID etc.;
  • Prepares deposit applications and invoices based on donor agreements and requirements of programme units;
  • Verifies all the required approvals, certification of receipts of goods/services etc for the completeness and prepares payment vouchers;
  • Prepares financial reports to donors and external partners based on the agreements, stays current with donor reporting requirements; Coordinates the refunds and grant closure processes.
  • Prepares periodic and ad-hoc fund sufficiency, expenditure and budget variance reports to programme units identifying key variances for attention of programme units and management;
  • Checks regularly the level of income and expenditures records flagging funding gaps, recommends appropriate actions for the projects with actions as required; tracks and follows up with programme units refunding of inter-agency debts if any;
  • Monitors and collaborates with program areas for timely submission of financial reports from Implementing Partners as per grant-out agreements, reviews and validates for completeness and accuracy of the submitted financial reports and make accounting entries as required.
  • Reviews quarterly status of unliquidated obligations (POs) and take appropriate actions in coordination with the programme unit managers;
  • Record utilisation, reconcile and initiate replenishment of the monthly Imprest accounts for UNITAR field offices and workshop Imprest accounts;
  • Submits quarterly the project delivery reports to UNDP New York for the UNDP projects being executed and implemented by UNITAR. Ensures reconciliation and clearing of pending items. Coordinates and liaises to UNDP Country Offices in the clearing of UNITAR prior years’ account.
  • Verifies and books charges from UNDP Agency Service Charges Accounts for the advances made by UNDP in the implementation of UNITAR activities;
  • Verifies and make payments from service provides such as UNOG, UNDP and maintains historical data
  • Assists the Chief of Finance in the review of draft financial agreements between UNITAR and Donors, ensures that financial requirements and policies are being incorporated and met before sign-offs.
  • Actively supports processing of monthly and annual closing by initiating transactions and collecting required supporting data. This includes but is not limited to analysing accounts receivables, exchange/non-exchange revenue, prepayments, accruals; analysing delivery of contracts; proposing accounting adjustments;
  • Assists in drafting annual financial statements and ensuring overall compliance to IPSAS, keeps abreast on IPSAS requirements relevant to UNITAR business model;
  • Initiates project closures after conducting review, clearing fund balances and implementing grant closures as per policy.
  • Supports response to audit requirements, drafts related communication and proposes corrective actions to address audit recommendations;
  • Reviews inter and intra-unit payments and other reimbursement transactions processes with aim to optimise workflow and customer orientation.
  • Monitor the contracts of consultants under the assigned portfolios and make payments in accordance with the signed contracts.; monitor the end dates of contracts for the due diligence required for settlements / clearances for the final payments.

In order to:

  • Ensure all UNITAR financial transactions are monitored, verified and recorded effectively, efficiently and in accordance with the financial rules and regulations;
  • Ensure the correctness and maintain accounts credibility to Partners, Donors and external auditors including timely and accurate reporting to donors and annual financial statements;
  • Ensure the effective delivery/implementation of the projects.

2. Budget functions:

  • Establishes new projects, prepares project budgets and allocations based on the requirements of programme units;
  • Maintains staffing table and monitors funding availability for ongoing monthly payroll requirements;
  • Monitors budget implementation versus expenditure; Assists the Finance and Budget Officer in the preparation/finalization of budget performance reports, performing preliminary analysis of variances between approved budgets and actual expenditures; highlights significant variances to the program units, recommending reallocation of funds as may be required.
  • Assists in the preparation of UNITAR biennium budget as well as finalizing the budget submissions, advises programme unit managers in the elaboration of resource requirements for budget submissions;
  • Reviews donor agreements and assist in the setting up of budgets in the ERP system.
  • Assisting programme unit staff in the development of resource requirements for budget submissions and in the preparation of budget performance submissions;
  • Researching/compiling data and other information required by the Finance and Budget Officer in the review and analysis of relevant proposals;

In order to:

  • Ensure the conformity of activity vis-a-vis the approved budget;
  • Ensure that all financial requirements in implementing activities are considered during the budget preparation and mid-year review;
  • Ensure optimized and sufficient funding allocation to meet objectives of Programme Units.

3. Travel and other functions:

  • Reviews and validates all the official missions being requested for approval are valid and meet security requirements;
  • Review mission authorizations, itineraries and pay travel advances for delegated programmes; where needed recommends revisions and amendments to travel authorizations.
  • Provides guidance to project staff with regards to the travellers’ entitlements;
  • Coordinates with UNDP Country Offices, UN Agencies, UN Missions and UNHQ with regards to travel costs and expenditure charges while issuing financial authorizations and/ or arranging payment authorizations where necessary;
  • Reviews, validates and processes settlement of travel claims;
  • Regularly reviews travel authorizations issued; cancels and closes as deemed appropriate;
  • Performs other duties as maybe assigned from time to time.

In order to:

  • Ensure all travel authorizations issued follow existing travel rules and regulations;
  • Ensure all travelers are covered by travel authorization prior to their departure and met security requirements;
  • Ensure all travel claims are settled in accordance with established processing indicators

4. Support to maintenance of UNITAR Corporate accounts and preparation of Corporate Financial Statements. :

  • Track the grant agreements closely and record revenues accurately and Account Receivables.
  • Periodic monitoring of receivables, actual expenditures against the budget and report variances for appropriate adjustments.
  • Analyze accounts at institutional level and assist in the Quarterly (soft) and Annual (hard) closure of accounts
  • Timely and periodically reviewing accounts for accuracy and completeness in the posting of various financial modules in ATLAS; Quarterly monitoring, reconciliation and corrections to assigned accounts
  • Assist in the preparation for annual audits by providing data and information support as well as in the implementation of audit recommendations.
  • Reviewing quarterly and year-end progress and financial reports, including budget and allocation reports, confirms accuracy, or adjusts accordingly;
  • Researching and analyzing information needed to respond to programme unit managers and staff and audit findings;

In order to:

  • Ensure that the corporate accounts are accurately prepared in a timely manner
  • Obtain a clean audit opinion for UNITAR

Work implies frequent interaction with the following/supervision:

Work will be delegated by the Chief of Finance & Budget or other senior staff in the Division for Operations. The incumbent will work with several different UNITAR Programme Units which necessitates flexibility and the need to adjust work schedules according to multiple and different demands. Workload is higher during the period before conferences. Workflows will be regulated by the Chief of the unit.

There will also be interaction with finance counterparts at UNDP, UNHQ, and Programme Units and HR staff within UNITAR.

Results Expected

Ensuring transactions are processed accurately, timely and in compliance with UN FRRs and established guidelines and procedures. Reporting is done professionally, accurately, timely and according to established standards. Work to be produced efficiently and professionally. Effective and timely liaison and interaction with colleagues and concerned parties internally and externally.

Competencies

  • Professionalism : Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
  • Planning & Organizing : Effective time management and ability to plan own work to meet designated deadlines.
  • Technological awareness : Knowledge of accounting concepts, principles, regulations, and policies and ability to apply to strategic and/or practical situations; Good computer skills; proficiency in using advanced functions on standard computer applications, e.g. Microsoft Outlook (or other standard enterprise software) for e-mail and calendar functions, word processing, spreadsheets.
  • Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations with colleagues in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
  • Accountability: Takes ownership of responsibilities and honours commitments; delivers outputs within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable;

Qualifications

  • Education: Completion of high school or equivalent diploma; In addition, supplemental advanced formal training in the field of Accounting and Finance from reputed institute such as Advanced diploma from CIFPA (The Chartered Institute of Public Finance and Accountancy) or a similar qualification, is required.
  • Experience: A minimum of ten years of progressively responsible experience in finance, budget, accounting, administrative services or related area is required.
  • Experience with UN Common System or other international organizations is desirable.
  • Experience in use of various finance, budget and project modules in an Enterprise Resource Planning system (ERP), based on Peoplesoft/ Oracle (such as ATLAS) is required.
  • Knowledge and Hands-on experience of IPSAS or public accounting principles is required

Language

Fluency in spoken and written English is required; knowledge of French is desirable.

Special Notice

UNITAR is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.

English and French are the two working languages of UNITAR. Priority will be given to the applicants from the under-represented regions at UNITAR. There will be a probation period of 3 months.

UNITAR staff members are subject to the authority of the UNITAR Executive Director and their appointments are limited to service with the Institute.

Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. UNITAR is a non-smoking environment.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules and UNITAR administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

No Fee

UNITAR DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). UNITAR DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

How to apply

All applicants are strongly encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

A letter of motivation as well as the P11 form/ Curriculum Vitae are to be sent at: estaffing@unitar.org

UN staff members must submit copies of their latest Performance Appraisal System (PAS) report at the time of application.